Legal Secretary Cum Receptionist

DFDL is a leading ASEAN with offices (or collaborating firms) in Cambodia, the Lao PDR, Myanmar, Thailand, Vietnam, Philippines, Indonesia, Bangladesh, and Singapore.
As a full-service firm, DFDL provides legal and tax services across a variety of industry sectors. To better serve our clients’ business needs, we have also organized our expertise into the following practice groups:

• Real Estate and Construction
• Banking, Finance and Technology
• Dispute Resolution
• Employment and Labor
• Taxation
• Energy, Mining and Infrastructure
• Aviation
• Compliance and Investigations
• Mergers and Acquisitions
• Corporate and Commercial

Position:
We are currently looking to recruit a qualified candidate to join our Indonesia Office as a Legal Secretary cum Receptionist.
The successful candidate will have the opportunity to work in a multi-cultural environment with career development and personal growth opportunities.
Reports to:
Managing Director
Key external relationships:
Clients and local authorities
Key internal relationships:
Managing Director, DFDL Indonesia, Office Manager, and all staff Indonesia office.
Salary range:
Competitive, varying based on the qualifications and experience of the successful applicant.
Position type:
Full Time
Location:
Jakarta, Indonesia
Main Duties of the Role:
Duties and responsibilities may include, but are not limited to, the following:

• Greets clients and visitors at the lobby office
• Schedules meeting rooms for internal use and with external parties.
• Proofread and correct prepared materials for correct grammar, spelling, punctuation, format, syntax, and consistency.
• Types letters, memoranda, or other materials from straight copy, rough drafts or verbal instructions. Prepares handbooks, training materials, and other program materials.
• Processes routine documents of moderate complexity requiring knowledge of the terminology, policies, and procedures of a legal office.
• Performs other duties as required to accomplish the objectives of the position.
• Operates a complex multi-line telephone system to receive incoming and facilitate outgoing calls. Takes and delivers messages and routes calls to appropriate member of Indonesia office.
• Handling the office administration.
• Composes routine correspondence independently as appropriate and as time allows.
• Receives, sorts, and distributes incoming mail and legal document deliveries.
• Administering and filing client matter documents.
• Provide administrative support, arrange travel includes scheduling transportation and making hotel reservations.

Requirements
Essential Skills:

• Sufficient command of English usage, spelling, grammar, punctuation, and proofreading to prepare routine legal documents and memorandum.
• Excellent verbal and written communication skills, good interpersonal human relations skills are needed.
• Sufficient interpersonal skill to communicate technical and sensitive concepts to others with tact and diplomacy and convey a positive, service-oriented image of the firm.
• Basic knowledge of general practices, general office procedures, filing, record keeping, receptionist, and telephone techniques and etiquette.
• Sufficient knowledge of legal terminology to be able to interpret documents and prepare reports are must.
• Basic knowledge of the information flow and operations of a legal function.
• Must be proficient in Microsoft Office: Word, Excel, Outlook, and PowerPoint.
• Must have knowledge of legal terminology and documentation format sufficient to be able to read, interpret and prepare legal documents.
• Must be able to interact with multiple departments and members of the Indonesia office.

Ability to:

• Prioritize work in order to meet multiple deadlines and conflicting demands, while maintaining schedules.
• Perform all the relevant duties of the position with only general supervision.
• Ability to maintain confidential and sensitive information.
• Analyze recurring problems and apply appropriate solutions.
• Must be able to write correspondence in a professional manner.
• Keyboard to perform data entry onto pre-formatted screens and to compose correspondence at a rate of 50 w.p.m.
• Operate a personal computer terminal, printers, and specialized database software.
• Must be able to work effectively as part of a team devoted to customer service.

Desirable Skills & Experience:

• 1-3 years’ experience as secretary (experience as legal secretary would be preferable).
• Ability to work under pressure, meet deadlines and to operate in a multi-cultural environment
• A minimum of diploma’s degree (i.e., Program Diploma Tiga or D3).

Applications should include a curriculum vitae or resume, accompanied by a covering letter outlining the candidate’s interest in and suitability for the position.
All applications and expressions of interest will be treated confidentially and reviewed only by DFDL Senior Management and the Human Resources team.
Please note that this position is open until filled. Applications will be reviewed and processed on a rolling basis and only shortlisted candidates will be contacted.